Workforce Intelligence & Systems Manager

Job overview

The Trust Lead for Workforce Systems & Workforce Intelligence oversees all People & Culture workforce systems (e.g., ESR, ER Tracker, Watson IBM Digital Assistant, Omnidox) and manages the workforce intelligence function. They are responsible for:

• Systems & Data Management – Ensuring smooth operation, data quality, and integrity across multiple systems; reconciling and validating data; managing audits; and delivering accurate, insightful workforce reports.
• Leadership & Organisation – Setting objectives for the workforce intelligence function, leading teams, making key decisions affecting workforce data and processes, and representing the Trust internally and externally.
• Innovation & Projects – Leading the rollout of new systems and enhancements, and from Sept 2025, overseeing a 12-month proof-of-concept project to automate 10 priority People & Culture processes.
• Registration Authority Role – Acting as RA Manager for smartcard governance and compliance.
• Oracle Learning Management - The Trust Lead for ESR Learning/OLM manages the recording, reporting, and administration of all learning and development activity across the Trust.
• Communication & Representation – Engaging effectively at all levels, participating in local and national groups, and being a role model leader with adaptable communication and leadership styles.

Main duties of the job

• Working autonomously as the organisational lead on all workforce systems and workforce intelligence related matters from strategy development to providing advice on best practice and legislative requirements.
• To act as gatekeeper to all workforce based systems in the People & Culture Directorate, ensuring appropriate governance and operational deployment of systems in alignment with the systems strategy.
• To lead on all People & Culture workforce system developments or new system implementations
• To lead on the development and integration of workforce information systems across People & Culture and more widely.
• Ensure development of robust short, mid and long-term strategies for system developments within the P&C Directorate.
• To engage with system suppliers to enable the development of systems to match the needs of the organisation
• Develop new business cases for the procurement of systems and system enhancements within People and Culture
• To undertake the Trust wide role of Registration Authority (RA) Manager and create a more robust governance structure for the management of smartcards.
• Develop and maintain fit-for-purpose data systems in terms of capture, data analysis and output reporting to all stakeholders including the development of HR governance and update Board Reports
• To lead on the development and production of workforce related data, provide insight to key stakeholder and decision makers

Detailed job description and main responsibilities

• Being accountable for the Trust’s workforce systems and workforce intelligence service and holding managers and teams to account by:
• Working in collaboration with key stakeholders to provide a consistent, timely and integrated workforce systems and workforce intelligence service.
• Advising and supporting Directors and senior managers with the management of workforce systems and workforce intelligence processes.
• Providing specialist advice on complex workforce systems and workforce intelligence issues.
• Using data analysis skills to manipulate, analyse and interpret complex data sets, combining data from multiple People and Culture systems to prepare reports
• Reconciling data between multiple people and culture systems to ensure data quality and integrity
• Perform data quality and data validation exercises to ensure data integrity in People and Culture systems
• Plan and execute the roll out of new systems and the enhancement of functionality in existing systems within People and Culture
• Managing complaints from managers, staff; dealing with any disgruntled staff/managers, sensitive communications when there are barriers to understanding.
• Being proactive and reactive to situations that compromise achieving targets.
• Developing the capability to manage changes in the future scope of resourcing for the Trust through new or changed systems, processes and technology.
• Delivering to budget targets; implementing efficiencies without compromising patient care, quality or staff welfare.
• Promoting the practice of continuous improvement and learning from experience to provide best practices in resource and people management.
• Using technology to improve systems, processes and patient care
• Represent the organisation at all of the ESR Special Interest Groups and support the Chair (where this is held by the LAS).
• Maintain robust external links with the wider NHS/Emergency services learning environment.
• Work with the team to take a lead role in developing a culture where individuals are engaged and take responsibility for their continuous learning and personal development.
• Ensure robust processes are in place to promote knowledge transfer to ensure the LAS becomes a learning organisation.
• Use data analysis skills to manipulate, analyse and interpret complex data sets, combining data from multiple People and Culture systems to prepare reports
• Reconcile data between multiple people and culture systems to ensure data quality and integrity
• Perform data quality and data validation exercises to ensure data integrity in People and Culture systems
• Plan and execute the roll out of new systems and the enhancement of functionality in existing systems within People and Culture
• Support the communications, engagement and training strategies for HR systems transformation projects
• OLM/ESR learning
• Act as the Trust lead for ESR Learning/OLM, ensuring the recording/reporting of all learning and development activity within the Trust.
• Ensure systems are in place to provide robust data capture and high quality, highly complex accurate reporting in a timely manner for all learning and development activities.
• Map statutory, mandatory and specialist training requirements by job role within ESR/OLM and ensure that all learners are enrolled on to the e-learning that is required for their role.
• Create and maintain training reports within the ESR Business Intelligence reporting tool to enable managers access to view training compliance data for their staff.
• Maintain the course catalogue within ESR, including the creation of Learning Paths and Learning Certifications for blended learning programmes.
• Provide system training and support to all training teams within the Trust to devolve the use of class administration functionality and ensure that all training activity is recorded within ESR/OLM.
• Ensure ESR/OLM learning and development “best practice” is promoted within the Trust, including the creation of system user guides.
• Work with the technology enhanced learning teams within the organisation to ensure that all e-learning content that is hosted within ESR is quality assured and provides the best possible user experience.
• Ensure processes are in place to align statutory and mandatory training recording and reporting to the Core Skills Training Framework.
• Perform data reconciliation and validation exercises to ensure the accuracy of the training data recorded within ESR/OLM.
• Represent the organisation at all of the ESR Special Interest Groups and support the Chair (where this is held by the LAS).
• Maintain robust external links with the wider NHS/Emergency services learning environment.
• Work with the team to take a lead role in developing a culture where individuals are engaged and take responsibility for their continuous learning and personal development.
• Ensure robust processes are in place to promote knowledge transfer to ensure the LAS becomes a learning organisation.
• Registrations Authority Management
• Assign, sponsor, and register RA agents, ensuring there are sufficient resources to operate the registration processes in a timely and efficient manner.
• Compliance with the National Registration policy and processes and aligning local processes with National policy and processes
• Making users aware of their responsibilities relating to Health and Social Care Information Centre (HSCIC) and Smartcard use
• Allocate the RA URPs in ESR, set up the RA Agent notification role and NHS CRS RA Agent supplementary roles in ESR, and review when there are changes to RA Agent personnel and/or major organisational change
• Restricting users to having only one NHS CRS Smartcard issued to them showing their User’s Unique Identifier (UUID) and photograph
• Undertaking periodic audits of local RA practice
• Generating local work instructions to reinforce processes and procedures
• Reporting all RA related security incidents and breaches
• Escalate all queries that cannot be resolved locally to the next level in the RA hierarchy
• Disseminate National RA information to interested parties
• Maintain adequate stock of Smartcards and RA hardware, including access to the National Health Service Spine Portal for RA key users e.g. to enable local Smartcard unlocking and certificate renewal
• Managing renewal of Smartcard certificates
• Provide RA management reports as required for the organisation using the CIS Reporting Service
• Maintain a list of Superusers to assist the registration of users and RA form processing
• Set up the NHS CRS Sponsor supplementary roles in ESR, and review when there are changes to sponsor personnel and/or major organisational change
• Manage communication of RA procedures/processes utilising communication methods throughout the organisation